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Cancellation of Enrolment
Student Handbook > Student - Non Academic Policies
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Purpose

To inform students regarding the grounds on which student's enrolment from a course of study can be cancelled. The principles and implications can vary depending on whether the student is either:

  1. An Australian Citizen / permanent resident, or
  2. An International Student

 

Background

For International Students, Part D, Standard 13 of the National Code of Practice 2007 addresses cancellations of enrolment instigated by either the student or the registered provider, and requires providers to outline the circumstances for the aplication, assessment and approval of the cancellation of enrolment as well as subsequent reporting of the changes through PRISMS.

Student Initiated Cancellation (Withdrawal)

 

Domestic Students

Before Commencement
Domestic Students who wish to withdraw from a course of study before their Commencement Date must submit a 'Withdrawal from Course Notification - [Non-Commencing Student]' form to the College.

Upon the withdrawal request being processed the student will be sent a withdrawal notification.

 

After Commencement
Domestic Students who wish to withdraw from a course of study after their commencement date must submit a completed 'Request for Withdrawal from a Course of Study' form to the College.

The request for withdrawal must be submitted before the census date of the current term, in order to avoid financial and academic penalties.

Upon approval of the withdrawal request, the student will be sent a withdrawal notification and a 'Request for Refund' form, if applicable. The refund will be processed as per the 'Refund of Fees - Domestic Student' policy.

Process for Lodging the Withdrawal Request
Domestic students should follow the below steps to lodge their withdrawal:

  1. Complete the ‘Request for Withdrawal from Course of Study’ – form
  2. Book an exit interview with the Registrar (or their nominee)
    – booking made via Student Services - [email protected]
  3. Attend the interview with the Registrar (or their nominee)
    - Where applicable the registrar will sign the Application for Withdrawal form
  4. Obtain sign-off from the College finance department
    - confirming they have no outstanding fees - [email protected]
  5. Submit the completed form to the Student Services office

 

International Students

Before Commencement
International Students who wish to withdraw from a course of study before their commencement date must provide the following:

  • A completed 'Withdrawal from Course Notification - [Non-Commencing Student]' form
  • An airplane ticket indicating the date on which the student intends to leave Australia
    (applicable for onshore students withdrawing to return to their home country)
  • A Decision Record as provided by the DIBP, if the withdrawal is due to student visa refusal

[For students under 18 years of age, written evidence of the legal guardian and/or government sponsors support for the withdrawal is also required].

Important: International Students wishing to withdraw in order to transfer to another registered provider, should refer to the 'International Student - Transfer between Registered Providers' policy.

The request for withdrawal must be submitted before the census date of the current term, in order to avoid financial and academic penalties.

Upon approval of a withdrawal request the following will occur:

  • the College will notify the Department of Education, Employment and Workplace Relations (DEEWR) via the Provider Registration and International Student Management System (PRISMS) of the change in the enrolment
  • the student will be sent a withdrawal notification and a 'Request for Refund' form
  • any applicable refund will be processed as per the 'Refund of Fees - International Student' policy

 

After Commencement
International Students who wish to withdraw from a course of study after their commencement date must provide the following:

  • A completed 'Requestfor Withdrawal from Course of Study' form
  • An airplane ticket indicating the date on which the student intends to leave Australia
    (applicable for students withdrawing to return to their home country)

[For students under 18 years of age, written evidence of the legal guardian and/or government sponsors support for the withdrawal is also required].

Important: International Students wishing to withdraw in order to transfer to another registered provider, should refer to the 'International Student - Transfer between Registered Providers' policy.

The request for withdrawal must be submitted before the census date of the current term, in order to avoid financial and academic penalties.

Process for Lodging the Withdrawal Request
International students should follow the below steps to lodge their withdrawal:

  1. Complete the ‘Request for Withdrawal from Course of Study’ – form
  2. Book an exit interview with the Registrar (or their nominee)
    – booking made via Student Services - [email protected]
  3. Attend the interview with the Registrar (or their nominee)
    - Where applicable the registrar will sign the Application for Withdrawal form
  4. Obtain sign-off from the College finance department
    - confirming they have no outstanding fees - [email protected]
  5. Submit the completed form to the Student Services office

Upon approval of a withdrawal request the following will occur:

  • the College will notify the Department of Education, Employment and Workplace Relations (DEEWR) via the Provider Registration and International Student Management System (PRISMS) of the change in the enrolment
  • the student will be sent a withdrawal notification and a 'Request for Refund' form
  • any applicable refund will be processed as per the 'Refund of Fees - International Student' policy

 

College Initiated Cancellation

The College may cancel a students enrolment as a result of any of the following:

  • Failure to maintain satisfactory Academic Progress
    (refer: Academic Exclusion within the 'Academic Progression' policy)
  • For Foundation Diploma students - Failure to maintain satisfactory attendance
    (refer: 'Attendance Policy and Procedure ELICOS Foundation VET Programs')
  • Academic and/or general misconduct
  • Failure to re-enrol in a course of study by the due date after a term break or Leave of Absence
  • Failure to comply with student visa requirements
    (e.g. International Students who are deliberately under-enrolling)
  • Failure to pay fees by the due date
  • The College becomes aware that information supplied by the student (or their agent), in the their application, is fraudulent or misleading

Where cancellation of a student's enrolment is initiated by the College the student will be notified in writing of the College's intention (to cancel their enrolment). The notification will outline the reasons for the cancellation and will advise the student of the College’s Student Grievance Handling Policy and Procedure, should they wish to appeal the decision.

 

Student Appeals

A student who is sent a notice of intention to cancel their enrolment from the course of study may appeal the decision according to the College's Student Grievance Handling Policy and Procedure.

Where a student has chosen not to access the College's appeals process (within the 20 working day window) OR the their appeal was unsuccessful, the College will:

  • Notify the student of the cancellation of their enrolment from their course of study
  • Notify the Department of Education, Employment and Workplace Relations (DEEWR) via the Provider Registration and International Student Management System (PRISMS) of the change in the enrolment
    (only applies to International Students)

 

Support & Advice

Support and advice for students is provided by the Student Services Department and relevant academic staff.

 

Policy Review

This Policy is reviewed in accordance with the Policy Review Cycle.

 

Acknowledgements

Public access policies and procedures from a number of higher education providers were accessed in the development of this Policy, with particular acknowledgement to, and appreciation of, relevant documents produced by the University of New South Wales and Monash University and SIBT.

Legal & Policy Framework

The College will administer cancellations of international student enrolments in compliance with the Education Services for Overseas Students Act 2000 and the requirements of Part D, Standard 13 of the National Code of Practice 2007.

This policy covers cancellations of enrolment, initiated by the student or by the College and applies to all Australian citizens, permanent residents and international students enrolled in either Foundation, Undergraduate or Postgraduate studies.

The terminology and usual meanings of words, expressions and acronyms is noted in the Glossary of Terms contained within the Student Handbook.

Further reading
Name View
Withdrawal from Course Notification - [Non-Commencing Student]
Request for Withdrawal from Course of Study - Form
Links
Name View
Refund of Fees - Domestic Student
Refund of Fees - International Student
Academic Progression